In the current era, there are two most popular email applications are Office 365 and Microsoft Outlook. However, Office 365 is the web-based program which stores it’s all data in the cloud. It also allows users to access data from anywhere at any time. It provides some additional features like file sharing, working with mobile phones, etc. As Office 365 is a cloud based service. Hence the data is prone to be hacked or damaged by hackers. Thus, in order to prevent the Office 365 data from corruption, first users have to take backup of their data items. In order to backup the data then you can save all the data to a desktop based email client such as MS Outlook. Therefore, in this article, we are going to show you how to export Office 365 to Outlook PST. First, let’s have a look at a user’s query to understand the need to migrate mailboxes from Office 365 to PST format.

“I am Office 365 user since 2015 and this is the reason I hold a lot of important e-mails, contacts and tasks in my O365 account. Due to some personal issues, I wouldn’t be using Office 365 anymore. Therefore, there is a need to move all my data into other desktop email-client. So, would anyone please suggest me a best and perfect method to export Office 365 Mailbox to PST format?”

Why to Export Office 365 to Outlook PST?

There are many reasons to export the mailboxes from Office 365 to PST. Some of the causes are discussed here:

  • If the data gets corrupted, then normally it is not possible to recover. In this situation, data can be retrieved back if the user has a backup of Office 365 mailboxes in PST format. So, it is required to export Office 365 data to Outlook PST.
  • Office 365 to PST migration can be done in case the information is hacked, and it was manipulated by the hackers group. In this case, your data will be safe in the backup files.
  • In case you have deleted the data accidentally, Then the lost data can be retrieved once again i.e. in the PST file format that can be imported to Outlook and can be used accordingly.

How to Export Office 365 to Outlook PST?

First of all, we have to give the permission to access mailbox & by using that mailbox, you can easily access the Outlook. Now, open the Start menu & search for PowerShell then select it and type the following commands in it:

  • Import-Module MS online, then
  • $exsrv = Get-Credential
  • $session = New-PSSession –ConfigurationName Microsoft.Exchange –Connection Uri https://outlook.office365.com/powershell-liveid/ -credential $exsrv –Authentication Basic –AllowRedirection
  • Import-PSSession $Session
  • Add-MailboxPermission –User [email protected] –Identity [email protected] –AccessRights FullAccess -InheritanceType al

Now, In this step, you have to configure offline setting after enabling the cached exchange mode & set to keep all mails offline. For doing this, perform these steps:

To start the process, go to the File menu.

Then, select Info >> Account Settings.

Now, an Account Setting window will open, click on the E-mail tab >> Change button.

In the Next step, a Change account window opens in fronts of you. Now, click on the checkbox next to Use cached exchange mode & set the Mail to keep offline.

  1. Next, use the Import-Export wizard to export Office 365 mailboxes to Outlook PST file. Just go through with the following steps:
  • First, click on the File menu of Outlook program.
  • After that, click on the Open & Export >> Import/Export.
  • Now, from the Choose an action to perform, select Export to a file and click on Next button.
  • Now, from the Comma separated value, select Outlook Data File (.pst) and click on Next button.

     2. In the section, select the folder to export and don’t forget to check the checkbox Include Sub-folders. After selecting any folder just click on next button.

  • Now, inside the section Save Exported file, click on the Browse button to select the path for exporting the mailbox from Office 365 to PST.
  • In this, select an option for exporting from Options section and click on the Finish button.
  • Now, set a password. If you don’t want to set a password then just click on OK button to Export Office 365 mailbox to Outlook PST.

As you checked the exported Outlook Data File (.pst) at the selected location. Then, you can compare the size of PST file with the mailbox size in Office 365.

Finally, you have to remove all the permission assigned to the user account & also removed then session as well using following commands running in PowerShell:

  • Remove Permission
  • Remove-MailboxPermission –User [email protected] –Identity [email protected] –AccessRights FullAccess
  • Remove PowerShell Session
  • Remove-PSSession $Session

An Alternatives to Export Office 365 Mailbox to Outlook PST

The above discussed manual method can migrate the Office 365 mailboxes to PST, but this method is very long and hard to understand for non-technical users. So, we also looked for an alternate solution to move mailbox items of Office 365 to Outlook in case of above solution failure. In this case, it is suggested to use Office 365 Export tool for the easy migration process. There are many advanced features integrated with this tool which are discussed in next section.

Features of Office 365 Export Tool

  • Easily migrate Office 365 mailboxes to PST as well as MSG, EML.
  • Option to Log in for both Admin account and User account.
  • The software offers different naming convention options.
  • Feature to apply Date Filter option to selectively migration.
  • Compatible with Windows 10 and all lower versions of OS.

Summing Up

Here we have discussed on why to export Office 365 to Outlook PST. In addition, the manual and alternative solutions are also described. So, we can conclude that the manual solution to export Office 365 Mailbox such as emails, calendars, and contacts to PST has some limitations. So, it is advised to use a commercial tool for the better result.